I took a moment to speak with Mark, Treasurer of the all-volunteer Fairmount Engine Company #2. This volunteer firehouse was the recipient of a “Neat Makeover” – here’s what Mark had to say about the way Neat changed his job.
My life before Neat
Stepping into the role of Treasurer for a non-profit volunteer fire company was a daunting task for me. I had held other positions within the organization, but never one that had as much importance. The resigning Treasurer made sure I was trained, pointed me to the filing cabinets containing our records, and my official responsibilities began.
As my first tax season approached, I had to take on the task of going through records kept before my term in office. I can still remember opening up the “Treasurer Filing Cabinet” for the first time and seeing stacks of bills and statements in envelopes, out of envelopes, in order, out of order, rubber banded, paper clipped, stapled, and piled. I found what I needed, and survived my first tax season… but I can’t say it was easy.
As my first year in office progressed, I swore I wouldn’t let my records fall into disarray. I would keep them organized and accessible for anyone who needed them! Soon December was upon us… and I remembered that solemn promise as I rummaged through my box of records, completely devoid of any organization. I knew all my records were in it, but God help me if someone needed something quickly.
I managed to improve upon my box method by organizing bills and statements into piles, and by signing up for electronic delivery of those statements where possible. Still, my records were largely unorganized and inaccessible. Some were in my box at home, some were in my desk at work. Others were saved electronically on a zip drive, and others still were saved on the laptop assigned to me by the firehouse. It wasn’t the end of the world, but I didn’t feel like I was living up to my job responsibilities. Looking around, I realized others were having the same issue. There are filing cabinets galore, all filled with documents and paperwork concerning differnet aspects of a firehouse, and all important to someone.
I remember thinking, “there has to be a better way”.
Sitting at home watching TV with my wife, a revelation came to me in the form of a commercial advertising Neat. What is this “Neat?” I said aloud. Soon the commercial explained and I was more than a bit excited. I had a scanner in hand within a week, after reading the directions I was up and running. A few hours of work, and all my records from the year had been scanned. With our subscription to the cloud, and the ability to sync devices, I could now access all our records online, from our computer, and even on my phone!
Setting up our account was a breeze and getting the appropriate people access was simple. Now instead of rummaging through my box of paperwork, I can simply open the appropriate folder in our Neat Account and sort through any documents I want. I can run reports to determine costs associated with specific vendors. I can share files with other members of the firehouse in a heartbeat.
We have many more documents and records from years past to scan, but I know we will get there soon. Neat guarantees us quick and easy access to all our records for the foreseeable future, and I can only imagine the sigh of relief future Treasurers will exhale when they see this organized and easy-to-maintain system!